November 2001 University Reporter

By Sarah Bartlett

Eager to make better use of technology to serve our students and meet our administrative needs, the College of Public and Community Service, in collaboration with the Undergraduate Registrar’s Office and Computing Services at UMass Amherst, has developed a three-module, web-based system for academic planning, registration, and evaluation.

Step one in the system is the electronic learning plan, which is a student’s map to graduation. Students access the electronic learning plan through the WISE system, select a major, and move through menus to select the competencies they need. The menus conform to the academic requirements at CPCS, so a student can’t make a “wrong” choice. If a selection is available to the student, the student knows it will count toward the degree. A summary page lays out the students’ selections and records their progress, making it an interactive academic audit for students and advisors that is accessible from any computer with Internet access.

The electronic learning plan is also the mechanism by which students access the on-line registration system. To register, students simply select a competency on their plan, click on a registration link, and choose from a menu of appropriate registration options. The student is registered with one click — no phones, forms, or numbers needed! The registration is recorded immediately on the learning plan and the data is transferred to the UIS system. The on-line system makes registration a much more transparent process for students. It’s virtually impossible to register for something you don’t need and you can immediately see what you’re selecting and change it if it’s not right.

As students register, electronic rosters are created which are accessible on the third module - the faculty on-line evaluation system. Each faculty member and evaluator at CPCS has electronic rosters for the competencies he or she is assigned to evaluate. When evaluators are ready to enter an evaluation, they access their rosters on the system, pick the roster, select the student, and record the outcome and a narrative evaluation on an electronic form. Once entered, the outcome is posted on the roster and on UIS. The narrative is available to the student the next day through the WISE system. The system is continuously accessible to faculty, there’s no paper required, and a permanent record is created that is easily accessible to the student, the evaluator, and the administration.

Our initial experience with the on-line system has been extremely positive. It provides students, faculty, and administrators with more control in the planning and registration processes, gives useful support for advising, and helps student make appropriate decisions about their academic programs. Given our initial success, we’re already at work on developing new modules to add to the mix.

Bartlett is administrative dean at CPCS. This column is a part of a continuing monthly series featuring best practices at UMass Boston. Interested in highlighting your best practices? Submit your ideas to news@umb.edu.

Best Practices: On-Line Systems at CPCS